DEPARTMENT: Public Works
DEPARTMENT HEAD: Razi Hosseini, P.E., R.P.L.S.
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Intergovernmental Support Agreement (IGSA) Amendment: Pavement and Road Work at Joint Base San Antonio (JBSA) Texas
SUMMARY:
An ordinance approving an amendment to the existing Intergovernmental Support Agreement (IGSA) between Joint Base San Antonio (JBSA) and City of San Antonio for the City of San Antonio to provide all-encompassing pavement and roadway repair work through City contracted forces for JBSA military installations for a five year period plus one (1) five year option period; and, authorizing the acceptance of federal funds from JBSA for the project management and construction of pavement and roadway repair projects in an amount up to $3,000,000 for each project.
BACKGROUND INFORMATION:
Project Background
In 2013, the Department of Defense received new authority to partner with state and local government entities to seek efficiencies and cost savings in the provision/acquisition of common services. The United States Air Force took the lead in exercising this new authority fostering extensive discussions between installations and their host communities. To date, the Air Force has eight (8) IGSAs in place with local governments saving the Air Force several million dollars and generating new revenue for local governments.
As part of a collaborative effort between the City and JBSA to explore opportunities across city services that could enable a more cost effective operation of the military installations, JBSA identified the City’s Street Maintenance Program (SMP) as a potential cost-saving mechanism.
According to a review and analysis of the SMP, it was determined that the City of San Antonio acquires typical pavement mill and overlay services from private sector contractors for unit prices that were significantly less than current JBSA acquisitions. Subsequently, on May 31, 2018 JBSA Commander Brigadier General Heather Pringle signed a finding of cost savings and announced JBSA’s intention to pursue an IGSA with the City, and to initiate a pilot project.
Previous Council Action
On September 6, 2018, City Council approved the first IGSA with JBSA to provide pavement and roadwork through City contracted services through Ordinance 2018-09-06-0686.
Following the approval of IGSA, a pilot project was selected for Ft. Sam Houston and consisted of 2,600 feet of 32-ft wide mill and repaving of the existing road with center striping (thermoset) applied to the roadway. Actual construction cost was $268,546. JBSA estimates that this was a 25% savings over their cost for the same scope of work.
The proposed amendment to the IGSA expands the scope of work to include all tasks associated with reconstructing the road (as opposed to the previous narrowly defined mill and overlay). This will allow the Public Works Department to provide more comprehensive services and allow for more eligible projects to be done under this agreement. The scope of work will still be limited to those activities that support roadway construction, but now will encompass the full range of construction work to include but not limited to, base preparation, work plan development, ancillary drainage structures, flatwork associated with the roadway (curbs, sidewalks, sidewalk ramps and other related work) and project management.
ISSUE:
This ordinance approves an amendment to the existing Intergovernmental Support Agreement (IGSA) between Joint Base San Antonio (JBSA) and City of San Antonio for the City of San Antonio to provide all-encompassing pavement and roadway repair work through City contracted forces for JBSA military installations for a five year period plus one (1) five year option period; and, authorizing the acceptance of federal funds from JBSA for the project management and construction of pavement and roadway repair projects in an amount up to $3,000,000 for each project. Project Management fees will be determined on a project-by-project basis, but will not exceed 9% of an individual project amount.
Under the terms of the agreement, City contractors at the direction of Public Works Department will reconstruct roadways at the military installations and JBSA will provide all the necessary funding required to deliver the project(s). The Public Works Department will provide pavement and road repair work through its own contracting procedures in accordance with Texas law. The extent of pavement and road repair work will include all aspects of roadway construction including base reconstruction, pavement repairs, ancillary drainage structures, flatwork associated with the roadway (curbs, sidewalks, sidewalk ramps and other related work), striping, work plan consultant services (as needed), track coat, traffic control plans and project management.
This amendment will assist with alleviating the backlog of pavement projects on JBSA and demonstrate community support to the bases.
ALTERNATIVES:
City Council could choose not to approve this amendment, however, this would delay the possibility of providing much needed assistance to JBSA as they work to reduce their cost of base maintenance. This could negatively impact a Base Realignment And Closure (BRAC) score for local bases.
FISCAL IMPACT:
Requirements for each project shall be detailed in individual work orders assigned or through a separate construction solicitation as necessary. This ordinance requests City Council action to authorize IGSA and authorize the acceptance of federal funds from JBSA for the management and construction of pavement project(s).
This action does not authorize the City to incur any costs at this time. The execution of projects once identified is subject to available funding and are authorized by both JBSA and the City. Projects will be funded by JBSA through their current and future annual Fiscal Year Budgets.
RECOMMENDATION:
Staff recommends approval of an amendment to the existing Intergovernmental Support Agreement (IGSA) modifying terms and conditions between Joint Base San Antonio (JBSA) and City of San Antonio for the City of San Antonio to provide all-encompassing pavement and roadway repair work through City contracted forces for JBSA military installations for a five year period plus one (1) five year option period; and, authorizing the acceptance of federal funds from JBSA for the project management and construction of pavement and roadway repair projects in an amount up to $3,000,000 for each project.